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Indian River County Purchasing Manual — Effective DeEeFnbeF 20 '^"March 28, 2023 The Originating Department shall provide a written request to purchasing@ffiFc:gey.eeFnindianriver.gov describing the emergency and providing justification for the emergency purchase order. The proposed vendor, estimated dollar amount of the procurement and funding account should be provided, as available. A formal quote is not required. If an emergency is confirmed by the Purchasing Manager, the Purchasing Division shall enter a requisition and assign an emergency purchase order number. The Originating Department shall provide the vendor with the PO number, make the purchase of the necessary commodities or services, and may be required to update the emergency requisition to reflect the actual description and cost of the commodities or services. The Purchasing Division shall issue a "confirming" purchase order to cover the purchase after receipt of the approved requisition. The Purchasing Manager will forward emergency purchase requests exceeding $35,000 to the County Administrator for his approval. Approved requests exceeding $75,000 will be presented to the Board of County Commissioners for ratification. After Normal Working Hours. The Department Director shall exercise his or her judgment as to the justification for making an emergency procurement. If justified, the Department shall make the written emergency purchase request to the Purchasing Division, which shall prepare a requisition and assign a purchase order number. The Originating Department shall submit the written emergency purchase order request to the Purchasing Division on the next working day. 3.5 PROCUREMENT PURSUANT TO EXISTING ANNUAL TERM CONTRACTS The Purchasing Manager shall issue annual term contracts for commodities and services (up to $35,000) or after approval by the County Administrator (up to $75,000) or.the Board (up to or in excess of $75,000). The Purchasing Manager may renew an annual contract for multiple years, one year at a time, subject to satisfactory performance, zero cost increase (or as stated in the original contract), vendor acceptance and the determination that such renewal of the annual contract is in the best interests of the County, and authority for such renewal(s) is set forth in the contract. 3.6 BLANKET PURCHASE ORDERS A blanket purchase order may be issued for up to $35,000 for the purchase of miscellaneous commodities where the quantity cannot be anticipated or where it is hot practical to store all items until they are needed. Single item purchases pursuant to a blanket purchase order may not exceed $3,500. Capital and attractive items may not be purchased on blanket POs, unless the blanket PO is associated with a bid or contract, or the using departmertt has been explicitly authorized to make capital purchases on a blanket PO by the Budget Director. Blanket purchase orders issued as a result of a bid or piggyback contract (entered into in accordance with section 3.3), or otherwise approved by the County Administrator (up to $75,000) or the Board (up to or in excess of $75,000), are exempt from the $35,000 limit. Blanket purchase orders shall be effective for up to one year, and only for the fiscal year for which it has been issued. Blanket Purchase order requisitions should be requested in the full estimated expenditure for the year. 16 77